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Business Services: Requests for Certified Copies and Requests for Certificates of Existence/Authorization (Good Standing)

RDA Number
Effective Date
Record Series Abstract
Records series will contain requests for certified copies and requests for Certificates of Existence/Authorization (Good Standing) submitted by the public in relation to entities registered with the Division of Business Services and filings held by the Division, as well as related documentation. These requests may be submitted by State/Federal Agencies, the media, entity representatives, or members of the public.
Record Series Active
Cut Off at End of
Calendar Year
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are received in both paper and electronic format. Records received in paper format are scanned into the TN-BEAR database. Records received in electronic format are also uploaded/scanned into the TN-BEAR database. After verification of completeness and accuracy, paper records and email submissions may be destroyed immediately or returned to the customer as appropriate. Electronic records are maintained in TN-BEAR database for 5 years.
Record Location
312 Rosa L. Parks Ave 6th Floor Nashville, TN 37243
File Arrangement
Chronologically by Date Received
Date Range
Allotment Code
Annual Accumulation
2 gb
Current Volume
20 gb
Record Value
Audit Requirements
Information Shared Outside the State
Essential Record
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years
Records Center Retention Period
System Name
TN-BEAR (Tennessee Business Entity & Annual Report) System
Hardware Description
The database and server are hosted on virtual servers hosted in the State's data centers.
Software Description
The software is built using current Microsoft technologies, to collect and record details, generate and store digital image of records, monitor the status and history of records and provide search/reporting/correspondence capabilities relating to the stored records.
System Location
State Data Center North, State Data Center South
Backup Procedures
The database is backed up to disk and then backed up to tape. The tape is stored off-site. The database log is backed up every five minutes, the database is backed up every hour. Backup tapes are sent to Iron Mountain and rotated/recycled according to agency policy and procedures.
Disaster Recovery
The database is restored from the most recent known good backup.
Data Migration Description
Records are maintained in the TN-BEAR database throughout the retention period.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11327 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 11327 is a request to create an RDA. The retention period will be five years and destroy. The format will be paper/electronic. Recommend approval of request to create RDA 11327.
Public Records Commission
PRC approves RDA 11327